MOVEOUTS & VACANCIES

MOVEOUTS & VACANCIES A vacancy can occur in one of Five ways: 1. Tenant terminates his/her Lease; 2. Tenant is admitted to hospital and is not able to return to the Group Home or Apartment; 3. The Arc of North Carolina terminates the Tenant s Lease; 4. Tenant s death Contact The Arc North Carolina immediately for instructions; 5. Transfers* - into a vacant unit OR between two units. Regardless of how a unit becomes vacant, the following forms (if applicable) must be submitted to The Arc of North Carolina Housing Services: Notice of Intent to vacate (if applicable) Vacancy Form Unit Inspection Report (Move-Out) Invoices for repairs (if applicable) Written justification for vacancy lasting longer than 30 days (if applicable) *For Unit Transfers Only: The following is required and must be submitted to The Arc of North Carolina Housing Services: Unit Transfer Form Unit inspection Report Move out Move in (Must be dated a day after move out date) Page 1 of 7

TENANT LEASE TERMINATION Should a Tenant terminate his/her Lease before the end of the initial one-year term, the Tenant is responsible for his/her rent payment until the unit is re-rented or for 30 days, whichever is shorter. A Tenant is required to give a 30-day notice at the end of the initial Lease term. For example, if a Tenant s term ends on June 30 th, the Tenant would need to give notice of intent to vacate on May 31 st. After the initial Lease term, a Tenant s lease automatically renews on a month-to-month basis. If the Tenant fails to provide a 30-day notice at the end of a term, (s)he is responsible for payment of rent until the unit is re-rented or for 30 days, whichever is shorter. In most cases, failure to give proper notice at the end of a term will result in the loss of all or part of the tenant s security deposit. The Tenant, Legal Guardian (if applicable) and Program Manager will inspect the unit on move-out day. A comparison of the Move-In Inspection and the Move-Out Inspection is the basis for any damage claim(s) against the Tenant. Such damage includes physical damage caused by Tenant s negligence or willful abuse of the unit. Normal wear and tear and cleaning (which is the result of daily living in the unit) are not Tenant damages. Likewise, the cost of scheduled interior painting is not the Tenant s responsibility. A copy of the Move-Out Inspection and list of tenant damages must be provided to the Tenant. REMEMBER: If the Local Operating Unit (LOU) reports tenant damages beyond normal wear and tear, the LOU must provide details of those damages and the property management division must be notified and made aware in an effort to secure a contractor, if necessary, to make the repairs and to restore the unit to ready to rent status. The Tenant and/or Legal Guardian must leave a forwarding address or arrange to pick up his or her security deposit refund, if any. In some cases, the LOU will receive the security deposit for distribution. If the Tenant fails to leave an address or arrange a pick up, the Project may retain the Security Deposit, subject to state law limitations. In order to determine the amount of the refund the tenant is entitled to, The Arc of North Carolina adds the amount of interest accrued by the original security deposit to the amount of the original security deposit. The amount of any unpaid rent, if any, Tenant damages and/or other charges permitted by state and/or local law, are subtracted from the total Security Deposit. The Termination Settlement gives the tenant an idea of how the security deposit and rent were calculated at the time of move-out. The Property is required to provide the Tenant with a written, itemized list of any deductions from the security deposit. If the Property does not do so, it must refund the full amount of the security deposit to the Tenant regardless of any damages beyond normal wear and tear. If for any reason, the Termination Settlement cannot be completed within thirty (30) days, a letter must be mailed to the forwarding address informing the tenant of the delay. If all things are in order, Housing Services will complete and mail the Termination Settlement, the itemized list of damages, and any refunds due within 30 days of the date of Move- Out. *Move out files must be retained for a period of three (3) years. At the end of three years, the files must be destroyed by burning, shredding or pulverizing. Page 2 of 7

TENANT IS ADMITTED TO HOSPITAL PLEASE TELEPHONE THE HOUSING SERVICES PROGRAM OF The Arc of NC IMMEDIATELY IF ATENANT IS ADMITTED TO THE HOSPITAL. If a tenant leaves the unit due to an admission into the hospital, The Arc of North Carolina will respond to the situation based upon the prognosis of the Tenant s physician. 1. Prognosis from the Tenant s physician that the Tenant will probably be able to return to housing. The Arc of North Carolina may hold the Tenant's apartment unit or group home room for a maximum of 180 continuous days. During this 180-day period, HUD will cover its portion of the rent while the Tenant will be billed for his/her portion. If the Tenant cannot pay for his/her share, the Local Operator will be responsible for payment. Prior approval must be granted from HUD to hold a unit longer than 180 days. Within the first 30 days of the Tenant s hospitalization, the Program Manager must obtain a letter from the Tenant s physician indicating the time-frame within which the physician anticipates the Tenant will be able to return to the unit. During this time, it is imperative for the LOU and the Occupancy Specialist to maintain a continuous line of communication regarding the tenant s hospitalization. If a Tenant has not been released from the hospital within 60 days, the LOU should contact the Occupancy Specialist. If not, please contact the LOU and ask them to contact the Tenant s physician to determine if the Tenant is still expected to return to the apartment or group home, as anticipated in the physician s original letter. If the tenant is unable to return to the unit within 90 days, the Program Manager must inform The Arc of North Carolina of the prognosis by obtaining an updated letter from the physician indicating whether the Tenant will probably be able to return to his/her housing. After receiving the 90-day letter from the physician, if appropriate, prepare the request to send to HUD immediately. If it is appropriate under the circumstances, HUD will grant permission to hold the unit open longer than 180 days. 2. Prognosis from the Tenant s physician that the Tenant will probably be unable to return to housing. In that circumstance, within the first 30 days of hospitalization, the Program Manager must obtain a letter from the physician confirming the Tenant will probably be unable to return to the unit or room. You must notify the Tenant (or legal guardian) that the Tenant s unit or room will not be held open and that it must be vacated at the end of the month in which the physician s prognosis is received. The Program Manager must contact Tenant (or legal guardian) to coordinate arrangements for removal of the Tenant s belongings. If no consensus can be reached, please contact The Arc of North Carolina before moving the tenant s belongings from the unit. * Notify the Housing Services Program of The Arc of North Carolina upon Tenant s discharge from the hospital. Page 3 of 7

NOTICE OF INTENT TO VACATE I, intend to vacate the property known as Tenant s Name Group Home / Apartment Name on Anticipated Move-out. I do so voluntarily and willingly. I understand that a refund of Security Deposit monies, paid at the time of move-in, will be refunded to me if I have provided at least a 30-day notification of my intent to vacate. This is in accordance with Paragraph 7 of my executed Lease. Likewise, I understand that monies owed to the property, such as unpaid rent and/or Tenant damages at the time of vacancy, will be deducted from this amount. I understand that these monies, as well as prepaid rent, will be refunded within 30 days of termination of tenancy, as instructed by the NC GS 42-52. A forwarding address will be provided to the Local Operating Unit for this purpose. I also understand that failure to provide a 30-day notification will result in the forfeiture of Security Monies. I will be informed in writing of such forfeiture within 30 days, as instructed by NC GS 42-52. I further understand that the initial one-year term and each successive monthly term always expire on the last day of the month. My responsibility to pay rent is not relieved even if management enters my unit or room to perform maintenance such as painting or cleaning. I UNDERSTAND THAT IT IS MY RESPONSIBILITY TO BE PRESENT WHEN MY UNIT IS INSPECTED UPON MOVE-OUT. I CHOOSE NOT TO BE PRESENT DURING THE MOVE-OUT INSPECTION. Signature of Applicant / Legal Guardian Signature of Spouse or Co-Head Signature of Manager Rev. 2018 Page 4 of 7

VACANCY FORM Property Name: Tenant Name: Unit Number: Move-out : Reason for Vacancy: Different Level of Care Death- Death was EIV Discrepancy Abandon Unit Eviction Removed by Family/Guardian Other 1. Did tenant give a 30-day notice? Yes No 2. What date will the unit be in a rentable condition? 3. Has another resident been selected to fill this unit? Yes No If so, what is the anticipated move-in date? TERMINATION SETTLEMENT: Refund of Security Deposit, if any, should be made payable to: Mail refund to: Refund of rent, if any, should be made payable to: Mail refund to: If any part of Tenant's Security Deposit is needed to repair tenant damages, please attach an itemized and detailed list showing damages and, if possible, estimated cost of repairs. Tenant certification: I agree with the distribution of the above-stated refund information. Signature of Tenant / Legal Guardian Signature of Spouse or Co-Head Signature of Manager Check box if the tenant is unable sign. NOTE: If there are damages in the home for which this resident is responsible, please call The Arc of North Carolina at 800-662-8706, for further instructions. Page 5 of 7 Rev. 2018

MOVE-OUT UNIT INSPECTION REPORT Project Name: Tenant Name: Unit Number: of Inspection: PLEASE INDICATE WITH A CHECK IN EACH BOX. Move-out Acceptable Repairs Needed Acceptable Yes No (Comments) Yes No KITCHEN BEDROOM # 2 Floor Floor Stove Elec. Fixtures Refrigerator Window Drainboard BEDROOM # 3 Sink Elec. Fixtures Cabinets Other Floor BATHROOM Elec. Fixtures Window LIVING / DINING ROOMS Floor Toilet Floor Basin Window Tub / Shower HEATING EQUIPMENT Elec. Fixtures Furnace Window Filter BEDROOM # 1 Thermostat Water Heater MISCELLANEOUS Screens Floor Drapes Elec. Fixtures Porch Window Stairs Repairs Needed (Comments) Please indicate with a check in each box. Family Certification I certify that the foregoing report correctly represents the condition of the above-identified unit and if any deficiencies, they are noted above. In the event of damage, I agree to pay the cost to restore the unit to its original condition. Signature of Tenant or family member making the inspection. Owner s Certification I certify that the foregoing report correctly represents the condition of the above-identified unit. If this report discloses any deficiencies, I certify that they will be remedied within 30 days of the date this Tenant moves out of the unit. Signature of LOU making the inspection. Check the box if the tenant is unable to sign. Reason: hospitalize Death Incarcerated Skipped/Abandon Rev. 2018 Page 6 of 7

UNIT TRANSFER FORM Property Name: Tenant Name: Unit Number: Please complete either Section #1 (if the transfer is between two tenants), or Section #2 (if a tenant is transferring into a Vacant Unit). CERTIFICATION: I do hereby certify that I am willingly transferring into the below stated unit. Signature of Tenant: Signature of Legal Guardian: Signature of Manager: : : : SECTION #1 TRANSFER BETWEEN TWO TENANTS This type of transfer must occur the day following the move-out. Tenant Name:, moving out of Unit # AND Tenant Name:, moving out of Unit # of Move-out: of Move-in: Please attach a Move-out Unit Inspection Report AND a Move-in Unit Inspection Report for each tenant. SECTION #2 TRANSFER INTO A VACANT UNIT This type of transfer must be tied to another tenant s move-out or a new tenant move-in. Tenant Name:, moving out of Unit # on and moving into Vacant Unit # on NOTE: Move-in must occur the day following the move-out Please attach a Move-out Unit Inspection Report and a Move-in Unit Inspection Report for each unit. SECTION #3 REASON FOR TRANSFER PLEASE COMPLETE SECTION #3 FOR EVERY UNIT TRANSFER. Medical Suitability The Arc of NC OFFICE USE ONLY: Approved Pending Additional Information Denied Page 7 of 7